“Your Log Doesn’t Match… Now You Have a Problem”
Florida Regulation
59A-36.015 (1)(b)
– Admission & Discharge Records That Surveyors Go Straight To
There’s one document surveyors can review in minutes…
and know exactly how tight—or how loose—your operation is.
Your Admission & Discharge Log.
This isn’t just a list of names.
It’s a timeline of your entire building.
And under 59A-36.015 (1)(b), it has to be accurate, complete, and always up to date.
What the Regulation Requires
Your facility must maintain an up-to-date admission and discharge log that includes:
For Admissions:
- Resident name
- Date of admission
- Where the resident was admitted from
- If applicable: notation of a stage 2 pressure sore at admission
For Discharges:
- Date of discharge
- Reason for discharge
- Where the resident was discharged to (facility or home address)
Additional Requirements:
- If a resident is readmitted, it must be entered as a new entry
- If the resident dies in the facility, the date of death must be recorded
- If you are holding a bed (per 59A-36.018), it is not considered a discharge
Where Facilities Get Cited
This is one of those areas where administrators think:
“We have a log… we’re good.”
Until the surveyor starts comparing it to:
- Resident files
- Face sheets
- Census reports
- MARs
And suddenly things don’t line up.
Common Issues:
- Missing admission sources
- No discharge reason listed
- No documentation of where the resident went
- Readmissions not logged as new entries
- Deaths not recorded in the log
- Log not updated in real time
When the log doesn’t match the rest of your records, it raises a bigger concern:
What else is not being tracked properly?
The Stage 2 Pressure Sore Detail (Often Missed)
This is a small line in the regulation—but a big deal during survey.
If a resident is admitted with a stage 2 pressure sore, it must be noted in the log.
Why?
Because it protects your facility.
Without that note, it can look like:
- The wound developed in your care
- You failed to identify it
- You failed to document it
Bed Holds vs Discharges
Not every absence is a discharge.
If a resident is:
- Hospitalized
- Temporarily out
- Expected to return
And you are holding the bed under 59A-36.018…
👉 Do NOT log it as a discharge.
But you better be able to show:
- That the bed is being held
- That the intent to return is documented
Deaths Must Be Reflected
If a resident passes away in your care:
- The date of death must be recorded in the log
This is not optional.
Surveyors will cross-reference:
- Incident reports
- Death records
- Your log
If it’s missing, that’s a clear deficiency.
How to Stay Compliant
1. Treat the Log Like a Live Document
This is not something you update “when you get time.”
- Admissions → entered same day
- Discharges → entered immediately
- Changes → updated in real time
2. Standardize Your Entries
Create a consistent format so nothing gets missed:
- Admission source always listed
- Discharge destination always listed
- Reasons clearly defined
No shortcuts.
3. Cross-Check Weekly
Have a simple system:
- Compare log to current census
- Compare to resident files
- Fix discrepancies immediately
4. Train One Person to Own It
Too many hands = inconsistent documentation.
Assign responsibility to:
- Administrator
or - Designated staff member
One person accountable.
Administrator Insight
This log tells a story.
A clean, accurate log shows:
- Organization
- Control
- Awareness of your residents
A sloppy log tells surveyors:
- Things are being missed
- Systems are weak
- Oversight is inconsistent
And once that doubt starts, they look deeper.
Quick Compliance Checklist
- Admission dates and sources documented
- Stage 2 pressure sores noted at admission
- Discharge dates, reasons, and destinations recorded
- Readmissions entered as new entries
- Deaths recorded in the log
- Bed holds properly identified (not logged as discharge)
- Log matches census and resident records
Final Thought
This isn’t just paperwork.
This is one of the fastest ways for a surveyor to assess your operation.
If your admission and discharge log is clean, accurate, and consistent…
You’ve already built trust before they even walk the building.
If it’s not…
They’re going to start digging.